Finding a Supervisor: How to Cold Email Professors for PhD Scholarship Funding

The dream of studying abroad is sweet, but the cost? That one is bitter. Let’s show you how to Cold Email Professors for PhD Scholarship Funding.

With the way the Naira is dancing against the Dollar and Pound right now, paying international tuition from your pocket (or your parents’ pocket) is almost impossible for the average Nigerian graduate.

If you want to “Japa” for your PhD, you don’t just need admission; you need funding. You need a full ride that covers tuition and gives you a monthly stipend to survive.

But here is the secret most people miss: The key to unlocking that funding often lies in one well-written email.

Knowing how to email professors for phd supervision is the single most important skill in your academic hustle.

It is the difference between an endless silence and a fully funded offer letter. If you are tired of ASUU strikes and ready to take your research to a global stage, this guide is for you.

READ ALSO: Commonwealth PhD Scholarships (for High Income Countries)

The “Cold Email” Strategy: Why It Works

In Nigeria, we are used to a very rigid admission system. You buy a form, write JAMB or Post-UTME, and wait.

Abroad, especially in the US, Canada, and Australia; it works differently for research degrees. Professors have research grants (thousands or millions of dollars/euros) and they need capable hands to do the work.

That capable hand is you.

When you send a supervisor inquiry, you are not begging for help. You are proposing a business partnership. You are offering your intellect and hard work in exchange for their mentorship and funding.

Note: A “Cold Email” means emailing someone you don’t know personally to ask for an opportunity. It requires confidence and “street smarts.”

READ ALSO: Gates Cambridge Scholarship: Funding for PhD at Cambridge

Step by Step Guide on How to Cold Email Professors for PhD Scholarship Funding

Step 1: Do Your Homework First

Before you even open your Gmail, you have work to do.

The biggest mistake Nigerian students make is the “Spray and Pray” method, sending the same generic email to 50 professors. That is a waste of data and time.

Finding the Right Match

You need to find a professor whose research interest aligns with yours.

1. University Directories: Go to the department pages of your target universities.
2. Google Scholar: Search for keywords related to your final year project or intended research area.
3. Check Recency: Ensure the professor is still active. If their last paper was in 2015, they might be retired or out of funding.

The “Stalking” Technique: Once you find a potential supervisor, download 2 or 3 of their most recent papers. Read the Abstract and the Conclusion.

You don’t need to understand every complex formula, but you need to understand the problem they are trying to solve.

READ ALSO: Hong Kong PhD Fellowship Scheme (HKPFS): High Stipend Award

Step 2: Crafting the Perfect Subject Line

Professors receive hundreds of emails daily. If your subject line is “Hello” or “Admission Inquiry,” it’s going straight to the trash.

Your subject line must be professional and specific.

Good Examples:

• Prospective PhD Student: Inquiry regarding [Topic of Research]
• Question regarding your paper on [Paper Title]
• Fall 2025 PhD Application – [Your Name] – Research Inquiry

Bad Examples:

• Urgent Assistance Needed
• PhD Scholarship
• Greetings from Nigeria

Step 3: Structuring the Body of the Email

This is where the magic happens. When you email professors for phd positions, your structure should be: The Hook + The value + The Ask.

#1. The Salutation

Keep it formal. “Dear Professor [Last Name]” is the gold standard.

• Avoid: “Dear Sir,” “Hi,” or “Dear HOD.”
• Tip: If their name is “Chinedu Okeke,” check if they use “Dr.” or “Prof.” usually found on their profile.

#2. The Hook (The “I Know You” Part)

Start by mentioning their work. This proves you are not a spammer.

• Example: “I recently read your paper on ‘Supply Chain Resilience in Emerging Markets’ and found your analysis on Nigerian logistics particularly fascinating.”

#3. The Value (The “I Am Good” Part)

Briefly introduce yourself and your background. Mention your CGPA (if it’s strong, like a 2:1 or First Class), your previous research, and any publications.

• Example: “I graduated with a Second Class Upper (4.3/5.0) in Microbiology from the University of Lagos. My undergraduate thesis focused on…”

#4. The Alignment (The “We Match” Part)

You need to connect your background to their research. Why are you the best person for their lab?

#5. The Call to Action (The Ask)

Ask if they are accepting students for the upcoming term.

READ ALSO: How to Write a Research Proposal for a PhD Scholarship

Step 4: High-Converting Cold Email Templates

Here are templates you can adapt. Do not copy them word-for-word without editing. Make it in a way that will be unique to you.

Template 1: The Specific Research Interest (Best for US/Canada)

Subject: Prospective PhD Student: Inquiry regarding [Topic] Research

Dear Professor [Last Name],

I recently read your paper, “[Title of Paper],” published in [Journal Name]. I was particularly intrigued by your findings on [mention a specific finding]. It aligns closely with my research interests in [Your Topic].

I am writing to inquire if you are currently accepting new PhD students for the [Term, e.g., Fall 2025] academic session.

My name is [Your Name], and I am a graduate of [Your University, Nigeria] with a [Class of Degree] in [Your Major]. During my undergraduate studies, I conducted research on [Your Thesis Topic], where I utilized [mention a skill/tool, e.g., SPSS, Python, PCR] to analyze [brief result].

I have attached my CV and transcripts for your review. I would be honored to discuss how my background and enthusiasm for research interest in [Field] could contribute to your lab.

Thank you for your time and consideration.

Sincerely, [Your Name] [Your LinkedIn Profile Link]

Template 2: The “Do You Have Funding?” Approach

Use this when you want to confirm funding availability gently.

Subject: PhD Application Inquiry – [Your Name] – [Research Area]

Dear Professor [Last Name],

I hope this email finds you well.

I am currently exploring PhD application opportunities at [University Name] and have been following your work on [Topic] for some time. Your unique approach to [Concept] is exactly the kind of research I aspire to contribute to.

I am a researcher from Nigeria with a background in [Field]. My goal is to secure a position where I can apply my skills in [Skill 1] and [Skill 2].

Could you please let me know if you are taking on new students for the upcoming academic year? Additionally, I would appreciate knowing if your department offers assistantship positions or funding for international students.

I have attached my CV for your perusal.

Best regards, [Your Name]

Also: Check out our list of Fully Funded Scholarships for Nigerians

Common Mistakes That You Should Avoid

1. Grammatical Errors: In academia, attention to detail is everything. If your email is full of “Am” instead of “I am,” or lowercase “i,” they will assume your research writing is also poor. Use tools like Grammarly.
2. Asking for Money Too Soon: While funding is the goal, don’t make the first sentence “I need a scholarship.” Build the relationship first. Show value, then ask for support.
3. Using Nigerian Slang: Keep the “Abeg” and “Sir/Ma” out of it. Be internationally professional.
4. Bad Attachments: Name your CV clearly.
   • Bad: CV_final_final_v2.pdf
   • Good: Chinedu_Okafor_CV_PhD_Application.pdf

The Follow-Up Game

So, you sent the email, and it’s been 5 days with no reply. Did they hate it? Probably not. Professors are just busy, some receive 100+ emails a day.

Academic networking requires persistence.

• Wait: Give it 5–7 working days.
• The Nudge: Reply to your original email (so the thread stays together).
• Say: “Dear Professor [Name], I am writing to follow up on my previous email regarding a potential PhD inquiry. I remain very interested in your work and would appreciate any feedback you might have.”

If they don’t reply after the second email, move on.

Important Disclaimer:

Scholarship Safety: While cold emailing is a standard practice for finding supervisors, never pay any “application fee” directly to a professor’s personal bank account.

Application fees are paid to the University Graduate School portal only. If a “professor” asks you to send Naira to a local account or Bitcoin, it is a scam. Shine your eyes and be smart.

READ ALSO: The DAAD Sandwich PhD Scholarship: How to Research in Germany While Studying in Nigeria (Full Guide)

In Summary

Learning how to email professors for phd positions is a hustle, but it is a hustle that pays in foreign currency. Don’t let the fear of rejection stop you.

For every 10 emails you send, you might get 8 silences, 1 rejection, and 1 “Let’s have a Zoom meeting.” That one meeting is all you need to change your life.

Remember, every Nigerian scholar you see thriving abroad today started exactly where you are, with a laptop, a dream, and a cold email.

What’s your biggest fear about emailing professors? Drop a comment below let’s tackle it together. Also, check out our YouTube Channel.

READ ALSO: TETFund Scholarship for Nigerian Lecturers: Steps to Apply

FAQs on How to Cold Email Professors for PhD Scholarship Funding

Does cold emailing professors actually work for funding?

Yes! In countries like Canada, Australia, and the USA (STEM fields), securing a supervisor beforehand is often the primary way to guarantee a Research Assistantship (RA), which covers your tuition and provides a stipend.

Can I email professors if I have a 2:2 (Second Class Lower)?

It is harder, but not impossible. You will need to offset the lower GPA with strong research experience, publications, or a high GRE score.

In your email, focus heavily on your practical skills and work experience rather than just your grades.

What is the best time to send these emails?

Timing matters. Avoid weekends. The best time to send an email is Tuesday, Wednesday, or Thursday mid-morning (in the professor’s time zone).

Also, you need to avoid emailing during the start of the semester when they are swamped with new classes.